WHAT DOES A CONTRACT COORDINATOR DO?

Published: September 24, 2024 - The Contract Coordinator meticulously audits and manages all sales contracts and related documentation in compliance with company policies. This role involves coordinating all aspects of the sales and closing process, including tracking earnest money, preparing reports, and liaising between multiple parties such as construction teams, buyers, lenders, and title companies. Additionally, the coordinator ensures data confidentiality, supports internal teams with expertise on sales procedures, and implements procedural enhancements to boost efficiency and service quality.

A Review of Professional Skills and Functions for Contract Coordinator

1. Contract Coordinator Duties

  • Program Management: Review, audit, and approve program setup based on documentation from Division and Support Office personnel.
  • Contract Interpretation: Responsible for program definition and interpretation on sales and deviated-based allowances, including, but not limited to, both product and customer contracts.
  • Documentation Maintenance: Maintain all supporting program documentation to ensure sufficient vendor documentation exists to support all vendor allowance billings and income allocation.
  • Contract Renewal: Maintain and execute all renewal customer contracts.
  • Dispute Resolution: Assist in the research of vendor invoice disputes.
  • Reporting: Manage weekly bill back opportunity report for all deviated program bill backs.
  • Compliance Documentation: Generate and distribute compliance documentation to the vendor community to support invoices, bill backs, and AP auto-deductions.
  • Administrative Support: Handle administrative tasks and respond to internal and external correspondence following established company procedures.
  • Confidentiality Management: Handle confidential materials on a regular basis.
  • Contract Tracking: Track contracts to create detailed reports for portfolio records at specified time intervals.
  • Recruiting Support: Support other recruiting-related administrative tasks and events, such as networking happy hours, sourcing jams, recruiting offsite events, and batch day interviews.
  • Training: Provide knowledge and training on operational processes and applications as they relate to the scheduling and operations of the Recruiting team.

2. Contract Coordinator Details

  • Contract Auditing: Audits all sales contracts and addenda in accordance with Company policy.
  • Document Management: Distributes and files all sales contracts and addenda in accordance with Company policy.
  • Deposit Tracking: Tracks, collects, and documents all earnest money deposits received.
  • Reporting: Updates and prepares the weekly backlog and deposit reports.
  • Addenda Preparation: Prepares contract addenda for any special purpose for the Sales Team in accordance with approval from Company Management.
  • Correspondence Management: Prepares all closing date correspondence between Homes by WestBay and the customer.
  • Closing Coordination: Coordinates all closings between construction, buyer, lender, and Title Company.
  • Cancellation Management: Prepares all cancellation and default correspondence.
  • Confidentiality Control: Ensures confidentiality and controls access to sensitive information, such as Buyer loan information.
  • Loan Tracking: Tracks all pre-qualification and loan commitments for customers in the backlog.
  • Appraisal Preparation: Prepares appraisal comparables for all homes in backlog.
  • Statement Review: Reviews and approves all closing statements from the Title Company prior to the closing appointment.
  • Inquiry Response: Respond to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.
  • Internal Resource: Serves as an internal resource to administrators or staff on sales contracts and company procedures.
  • Research and Interpretation: Researches information as requested and relays official interpretations.
  • Procedure Enhancement: Implements changes or enhancements to procedures to improve productivity, efficiency, and service.

3. Contract Coordinator Responsibilities

  • Contract Reporting: Report to the Contract Manager and serve as a member of the Finance and Contracts Team, collaborating closely with Community Programs Staff and Leadership regarding all procurement and contracting issues for the Office of Behavioral Health, Division of Community Programs.
  • Contract Management: Manage contract and business processes, including accurate and timely preparation of various contract and procurement documents, such as contracts, purchase orders, amendments, and fiscal monitoring.
  • Process Assistance: Assist the Contract Manager with contract and procurement processes and the analysis of programmatic and financial data necessary for contract administration.
  • Problem Solving: Assist the Contracts Manager in addressing and developing creative solutions to problems within OBH budget limits, departmental policies, State Fiscal Rules, and State and Federal statutes.
  • Stakeholder Advising: Advise stakeholders on the contractual processes of the State and coordinate efforts to correct errors, negotiate contract modifications, and resolve compliance issues.
  • Performance Monitoring: Work with Community Program Staff and other Finance and Contracts team members to monitor providers’ contractual, budgetary, and grant performance, managing fiscal compliance issues, audit reports, and key programmatic data.
  • Compliance Tracking: Utilize systems to track and report on provider compliance with various contractual and Federal and State reporting requirements to ensure agency accountability.
  • Document Review: Review final contract documents and inform grant and contract recipients of financial compliance concerns on a regular basis.
  • Database Management: Check for 'go live' notifications from vendors and update the database.
  • Record Maintenance: Update and maintain records of vendor support purchased for customers, sharing this information with relevant stakeholders as appropriate.
  • Customer Transition: Work closely with all Service teams to ensure new customers transition into support effectively.
  • Vendor Performance: Identify any underperforming vendors.
  • Support Query Handling: Deal with support queries as they arise from the Service Desk, AMs, PMs, and engineers.

4. Contract Coordinator Job Summary

  • Support Solution Definition: Define the most appropriate and effective support solution for the CNSV support base.
  • Data Discrepancy Identification: Identify data discrepancies within the contracts management data set.
  • Risk Analysis: Analyze areas of risk regarding data integrity and support implementation.
  • Risk Mitigation Planning: Define and implement a plan to address high-risk areas.
  • Forecasting and Escalation: Forecast and escalate key focus areas on the Cisco PMC where we are reporting deficiencies against the targeted financial forecast.
  • Customer Transition Management: Ensure smooth transition of customers into support from sales and projects.
  • Database Maintenance: Maintain accurate databases on all customer support contracts.
  • Contract Renewal Management: Ensure continuous service of contract renewals.
  • Documentation Submission: Submit associated contract documentation to end users.
  • Onboarding Management: Undertake the onboarding of support contracts, defining the support strategy.
  • Contract Record Verification: Check the accuracy of existing contract records on Salesforce against original contracts, amending data to match original deal terms where necessary.
  • Data Query Resolution: Work with Finance and/or Legal contacts to resolve data queries while liaising with agents and operators to ensure company records are up to date on Salesforce.
  • Billing Information Maintenance: Maintain accurate contact information on the billing database system.

5. Contract Coordinator Accountabilities

  • Training Assistance: Assists with Code of Conduct training.
  • Auditing Support: Assists ECO with auditing and clerical duties.
  • Agreement Preparation: Prepare and maintain vendor and physician agreements.
  • Transfer Agreement Management: Prepare and maintain facility transfer agreements.
  • Contract Liaison: Serve as a liaison between contractors, facility management, and in-house corporate counsel in contract negotiations.
  • 1099 Processing Assistance: Assist Accounting and Supply Chain in the completion of 1099s for physicians with income guarantee agreements.
  • Billing Review: Review bills and timesheets submitted by vendors and physicians to ensure adherence to contractual obligations.
  • Reimbursement Processing: Prepare check requests for physician and vendor reimbursement.
  • Contract Log Maintenance: Accurately maintain the referral source contract log with dates and terms.
  • One-Time Agreement Preparation: Assist in the preparation of one-time agreements for non-staff physicians.
  • Contract Termination Administration: Administer the termination of contracts, ensuring no impact on the PMC rebate program.
  • Cost Monitoring: Monitor support costs to ensure contracts remain profitable for Capita.
  • Contract Approval Coordination: Coordinate district contract approval and development processes, including drafting pricing agreements or contracts with in-house counsel and delivering final documents to the respective Sales Territory Manager.
  • RFP Completion: Work with the Adoptions Manager to complete RFP forms and submit them by due dates.

6. Contract Coordinator Functions

  • Contract Data Preparation: Preparation of contract data regarding the project lifecycle process (project setup, invoicing, project closing), including clarification within the project lifecycle process.
  • Cash Management Support: Support client-related cash management (including cash collection activities) by preparing and updating data following a preset process and tools.
  • Investment and Purchasing Support: Support project-related investment and purchasing processes for external and internal suppliers across the organization within a fixed range of duties.
  • Internal Agreement Preparation: Prepare internal performance agreements with other Atos organizations for projects (mainly intercompany business).
  • Financial Statement Preparation: Prepare relevant commercial data for monthly, quarterly, and annual financial statements (cost accruals, work in progress, accruals, backlog) according to a fixed process.
  • Offer Process Calculations: Prepare calculations for the offer process of projects, focusing on T&M with different delivery structures (internal/external) and fixed price (for proposals under 10 million TCV).
  • Data/KPI Preparation: Prepare project/client-related data/KPIs (focused on finance and operations) in the context of project/client reports.
  • Document Management: Provide contractually relevant commercial documents in the existing documentation management system.
  • Invoice Monitoring: Monitor parked and untouched invoices during AP closing and check the necessity of accruals.
  • Cost Analysis: Analyze cost status per project (and for SI per vertical).
  • Audit Support: Provide audit support (dealing with audit inquiries) in addition to the Contract Controller.
  • Invoicing Calculation: Calculate invoicing co-terminus values and increases.
  • Customer Engagement: Engage with customers to obtain purchase orders prior to invoicing.

7. Contract Coordinator Job Description

  • Contract Analysis: Holds primary responsibility for analyzing and documenting all contracts for compliance with the Contract Management Checklist in accordance with established policy, in collaboration with managers and vice presidents for new, renewal, and all types of contracts.
  • Point of Contact: Serves as point of contact for contract management services, providing information and guidance to internal and external parties on internal legal and contracting processes and procedures, focusing on limiting potential risk and liability for the hospital.
  • Draft Review: Reviews and analyzes draft contracts, proposals, and counter-proposals.
  • Counter-Proposal Drafting: Drafts counter-proposals and reviews responses with the contract owner, recommending appropriate actions.
  • Vendor Negotiation: Contacts vendors to negotiate basic provisions in accordance with Vail Health contract policy terms and best practices.
  • Issue Resolution: Detects ambiguities, inaccuracies, omissions of essential terms, and conflicts with possible legal prohibitions, coordinating with the contract owner, vendor, or legal counsel to resolve issues.
  • Signature Management: Ensures all necessary signatures are obtained for contracts and final documentation is filed timely and accurately within Vail Health's contract management software.
  • Notification Management: Ensures managers and vice presidents are notified in a timely manner regarding actions on contracts.
  • Follow-Up Coordination: Follows up as necessary to ensure contracts are completed in full and addressed promptly.
  • Subject-Matter Expertise: Acts as a trained subject-matter expert on the contract management system software and serves as Vail Health's administrator on this system.
  • System Functionality Maximization: Ensures the functionality of the system is maximized.
  • Documentation Maintenance: Ensures certificates of insurance, business associates agreements (BAA), and other required documentation under contracts are maintained and current in the contract management system.
  • BAA Negotiation: Responsible for negotiating terms of BAAs with vendors.
  • Supervision: Responsible for the supervision of the Contracts Assistant.

8. Contract Coordinator Overview

  • Customer Communication: Contacting customers to provide updates on upcoming, planned, and requested work.
  • Procurement: Ordering equipment, materials, office supplies, stationery, and staff uniforms.
  • Supplier Management: Sourcing and setting up both new suppliers and subcontractors.
  • Department Works Maintenance: Maintaining and updating Department Works accurately.
  • Inbound Communication Management: Managing and responding promptly to inbound customer, supplier, and subcontractor calls and emails.
  • Quote and Order Assistance: Assisting Managers with both quotes and orders.
  • Staff Training: Training staff on the use of company software and devices.
  • Training Coordination: Arranging training and courses for the wider team.
  • Work Order Auditing: Auditing and checking work orders.
  • Logistics Management: Being responsible for post, deliveries, and arranging hauliers.
  • Problem-Solving: Taking a proactive approach to problem-solving of day-to-day operational issues.
  • File Maintenance: Filing and maintaining accurate job files and works program records.
  • Time Sheet Collation: Collating staff time sheets for Departmental Managers.

9. Contract Coordinator Details and Accountabilities

  • Contract Liaison: Liaise with clients to secure profitable flat fee contracts.
  • Ad Hoc Contract Liaison: Liaise with clients to secure profitable ad hoc contracts.
  • General Contract Liaison: Liaise with clients to secure profitable contracts.
  • Client Engagement: Attend events in both London and Frankfurt to meet clients and prospects.
  • Industry Learning: Attend conferences to learn how the business operates and how we sell, approximately 3-4 times a year, possibly in conjunction with other events.
  • Contract Record Keeping: Keep comprehensive records of all contracts and revenue generated by client/month/year.
  • Sales Data Analysis: Utilize the stock system to analyze sales data to present to clients to support contracts.
  • Data Exporting: Export stock system data into Excel to manipulate sales data into a presentable format.
  • Marketing Coordination: Liaise with the marketing/administration team as needed to encourage appropriate selections for conferences.
  • Client Support: Support the Managing Director with key clients, taking a joint approach.
  • Vendor Documentation Preparation: Prepare and submit school, district, or state vendor documentation as requested.
  • Curriculum Monitoring: Monitor curriculum adoption requirements and schedules by state and/or district.
  • Form Preparation: Prepare and submit the required forms for the successful completion of the review process within stated deadlines.
  • Budget Creation: Work with the Adoptions Manager, Sales, and Finance teams to create a budget and business case for state curriculum review.
  • Logistics Coordination: Coordinate activities and logistics for state curriculum review activities, including selecting appropriate lodging and travel arrangements, and packing and shipping materials.

10. Contract Coordinator Tasks

  • Contract Coordination: Coordinate the review and approval of CRO contracts.
  • Record Keeping: Perform timely and accurate tracking, archiving, and record-keeping of CRO contracts.
  • Legal Liaison: Liaise with legal counsel, team members, and external parties for the review and execution of Master Services Agreements, Confidentiality Agreements, Consulting Agreements, Work Orders, etc.
  • Purchase Order Processing: Process requisitions and create Purchase Orders.
  • Anti-Bribery Compliance: File and maintain anti-bribery documentation and logs.
  • Meeting Participation: Attend program team meetings and proactively manage the contractual needs for the Development Programs.
  • Consultant Log Maintenance: Maintain a log of Development Consultants and follow up on hours worked during the month.
  • Template Creation: Create contracting templates.
  • Cross-Functional Collaboration: Collaborate cross-functionally to proactively manage and address the contractual needs of internal stakeholders for each contract.
  • Issue Escalation: Coordinate with and escalate issues to the Director of Program Management to ensure alignment with the company’s contracting standards, timeliness of contracting activities, and operational sufficiency.
  • Special Project Assistance: Assist with special projects, including compliance initiatives, implementation of contract process changes, development of contracting standards, and contract project management.
  • Legal Review: Serve as the initial legal reviewer of physician contracts on the Physician Contracting Team, detecting variances from contracting templates and coordinating legal counsel review of contracts as necessary.
  • Inquiry Response: Respond to inquiries and audits as necessary and appropriate.
  • Material Selection: With the Adoptions Manager, select appropriate sample physical materials as well as digital demos for delivery to state curriculum offices and reviewing sites.
  • Legislative Tracking: Track states with handwriting, early literacy/reading, and PreK initiatives included in state legislature or standards.
Relevant Information
What Does A Contract Associate Do?
What Does A Contract Engineer Do?
What Does A Contract Administrator Do?